Article 8, paragraph 2, of the Convention provides that the functions of the secretariat shall be,
inter alia, to make arrangements for sessions of the Conference of the Parties (COP) and its subsidiary
bodies and to provide them with services as required. In order to make the necessary arrangements for
intergovernmental meetings, the secretariat seeks guidance from Parties.

The Subsidiary Body for Implementation (SBI) traditionally includes on its May/June provisional agenda
an item on “Arrangements for Intergovernmental Meetings”. The SBI is generally invited to
provide advice or recommendations in the following areas:

1) Preparations for the November/December sessions, including arrangements for the high-level segment
and the provisional agendas of the COP and CMP;

2) Preparations for future sessional periods;

3) Organization of the intergovernmental process, including the participation of observer
organizations.

Preparations for the November/December sessions, including arrangements for the high-level
segment and the provisional agendas of the COP and CMP

With a view to making the necessary arrangements for intergovernmental meetings, the
SBI traditionally discusses the arrangements for upcoming COP and CMP sessions.

Arrangements for the Lima Conference, including the high-level segment and the possible elements of
the provisional agendas for COP 20 and CMP 10 were discussed at SBI 40 in June (More information is
available at FCCC/SBI/2014/8,
paragraphs 203-207)

The SBI has traditionally been invited to discuss the issue of hosting future COP and CMP sessions,
as well as sessional dates for future sessional periods, with a view to proposing a draft decision on
the matter for consideration and adoption at the COP.

Decision
28/CP.19 accepted the offer of the Government of France to host COP 21 and CMP11. The decision
also noted the offer from the Government of Senegal to host COP 22 and CMP 12 in
November–December 2016. In keeping with the principle of rotation among regional groups, the
President of COP 23 and CMP 13 would come from the Asia-Pacific States. The SBI will be invited to
discuss the future sessional periods.

At SBI 41 in June, Parties agreed to recommend to the COP that future sessions of the COP and the
CMP, including those for 2019, commence on a Monday with work being completed on the Friday of the
second week. The SBI also agreed to recommend to the COP that future sessional dates for the May/June
sessions of the subsidiary bodies should commence on a Monday and that, in order to enhance
efficiency and time management, work should be completed one day earlier so as to finish on the
Thursday of the second week. The SBI further recommended that all meetings, at the May/June sessions
of the subsidiary bodies, taking place on a Saturday, be completed by midday in order to enhance the
efficiency, timeliness and transparency of work. (More information is available at FCCC/SBI/2014/8,
paragraphs 208-214).

Organization of the intergovernmental process, including the participation of observer
organizations

The SBI has periodically provided Parties with an opportunity to discuss and exchange views on how
the organization of their intergovernmental process is functioning and to take decisions on relevant
matters, including providing guidance to presiding officers and the secretariat.

For example, SBI 32 provided guidance on the number of meetings to be held concurrently, ending
meetings by 6p.m. under exceptional circumstances continuing for two to three hours (FCCC/SBI/2010/10,
paragraphs 164 and 165).

At SBI 40, Parties discussed the organization of the intergovernmental process and affirmed the need
to consider this matter with a sense of urgency. It stressed the principles of openness,
transparency and inclusiveness as well as the importance of effectiveness, credibility and
legitimacy. In this regard, the SBI requested the secretariat to prepare two documents for
consideration at SBI 41: one on frequency and organization of sessions and one on adjusting the
timing of the election of the President. (More information is available in document FCCC/SBI/2014/8,
paragraphs 215-221).

Additional information on engagement of observer organizations can be found in document FCCC/SBI/2014/8,
paragraphs 222-225).